Senior Operations & EA Coordinator

Job Description This is a remote position. Key Responsibilities: Own the SiteMate/Dashpivot/FlowSite rollout end-to-end: run structured tests, log issues, coordinate fixes with the vendor, gather field feedback, and drive company-wide implementation. Build and document core SOPs starting with timekeeping and dockets, then job start-up, job closeout, field coordination, and admin workflows. Chase and track signed dockets; ensure the FlowSite-to-Xero invoicing pipeline is clean and accurate each month, working closely with the bookkeeper. Manage scheduling support: move the business from a manual Excel calendar to a more transparent, autonomous job assignment process. Handle day-to-day EA tasks — draft quotes (pricing set by the director), respond to emails, send insurance and compliance documents, complete company forms, and manage follow-ups. Maintain a centralised document library so standard materials are always ready to send. Requirements Must-Have Qualifications: Before you apply, confirm: You have at least 3 years of experience in an EA, operations coordinator, or systems implementation role — ideally supporting a trade, construction, or field services business. You’ve built SOPs or process documentation from scratch, not just followed existing ones. You’re comfortable working across cloud-based operations tools and can get up to speed quickly on SiteMate, Dashpivot, FlowSite, and Xero (invoicing side). You’re available Mon–Fri, 8:00am–4:30pm AEST/AEDT — no night shifts, no split schedules. Your English communication is clear and professional, written and verbal. You have a reliable home office setup with stable internet. Nice-to-Have Skills: Experience with social media scheduling or basic website content updates. Prior exposure to the Australian construction, surveying, or field services sector.